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Journal Submission Confirmation

  1. Requesting a Reviewer
  2. Accepting a Submission
  3. Asking for Revisions
  4. Thank a Reviewer
  5. Publish Issue

If you want to edit common emails that will be sent to your users, editors, and reviewers, head to Settings > Workflow > Emails: "Prepared Email Templates". Here, we have prepared a list of some of the most common emails your journal will be sending during the publishing process. We will provide instruction on where and how to edit their content and ensure you know exactly what is being sent by the system's default emails. 

For all templates on this list, you are free to edit the subject line of the email and add general content, but it is recommended that you did not mess with encoded content- the material that appears with "{$}" surrounding it. These are managed by the Site Administrator to make sure each email has accurate information according to the time, relevant issue, and title of the recipient. If you accidentally edit these templates in a way that disturbs these functions, you can reset to the default template by selecting the pink "Reset" button.


Journal Submission Confirmation 

When a user submits anything from any “Make a Submission” button or link, the prepared email template "Submission Ack" is sent to that user. This email can be triggered by the green button below, which appears on the right hand side of every page of your journal's website. 

The email is also automatically sent when users select the "Make a new submission" link underlined below. This link is available on your journal website's "Submissions" page, along with your submission guidelines and copyright notice. 


To view or edit the default email that is sent to all users who make a submission to your journal, find the email titled “Submission Ack” from the list of Prepared Email Templates. click the blue arrow to the left of the email's title, and select "Edit Email" to view the email's contents and technical specifications.

Assigning an Editor

During the editorial workflow of your journal, you will be given the option to select an editor for each submission. you can choose an editor for a submission by selecting the "Assign" button in the "Participants" box on right side of your Submission Dashboard. You can assign a new editor at any part of the editorial workflow with this process. 

A new pop-up window will then allow you to search your journal users by role and select a potential editor for this particular submission. After you locate a user you want as an editor, select the "Editorial Assignment" email from the drop-down menu. You will be able to edit this email every time you send a request for a user to edit, but if you want to make general changes, you can alter the email template itself. 

To view or edit the default email that is sent to editors you assign them to a submission, find the email titled "Editor Assign" from the list of Prepared Email Templates. click the blue arrow to the left of the email's title, and select "Edit Email" to view the email's contents and technical specifications.

Requesting a Reviewer

During the editorial workflow of your journal, you will be given the option to select reviewers for each submission. Click “Add Reviewer” in the Review section of the Submission Dashboard to request one of your users to review a submission. 


Select “Article Review Request” from the drop-down menu from the drop-down list of email templates. You will be able to edit this email every time you send a request for a user to edit, but if you want to make general changes, you can alter the email template itself. 

To view or edit the default email that is sent to reviewers from whom you request a review for a submission, find the email titled "Review Request" from the list of Prepared Email Templates. click the blue arrow to the left of the email's title, and select "Edit Email" to view the email's contents and technical specifications.

Accepting a Submission

By selecting either the grey “Accept and Skip Review” button in the Submission section of the Submission Dashboard or the blue “Accept Submission” button in the Review section of the Submission Dashboard, you will send a default email to users that you have accepted their submission for publication, with pending editorial changes (and possible review).


To view or edit the default email that is sent to authors when you confirm acceptance for publishing, find the email titled "Editor Decision Accept" from the list of Prepared Email Templates. click the blue arrow to the left of the email's title, and select "Edit Email" to view the email's contents and technical specifications.



Asking for Revisions

By selecting “Request Revisions” in the Review section of the Submission Dashboard, you can request that an author submit minor revisions or changes before moving onto copy-editing/production. 

Select the “Revisions will not be subject to a new round of peer reviews” in the pop-up window for basic revisions- the second option will change the template. You will be able to edit this email every time you send a request for a user to edit, but if you want to make general changes, you can alter the email template itself. 


To view or edit the default email that is sent to authors when you request review revisions, find the email titled "Editor Decision Revisions" from the list of Prepared Email Templates. click the blue arrow to the left of the email's title, and select "Edit Email" to view the email's contents and technical specifications.


Thank A Reviewer

Once a reviewer completes a review, you can read their review by clicking “Read Review” in the "Reviewers" box of the Review section of the Submission Dashboard. 

After you have read the review and made acknowledged their decision, you will have the option to “Thank Reviewer” in the same box. 


From this pop-up window, you will be able to edit this email every time you send a review acknowledgement, but if you want to make general changes, you can alter the email template itself. 

To view or edit the default email that is sent to reviewers you choose to thank, find the email titled "Review Ack" from the list of Prepared Email Templates. click the blue arrow to the left of the email's title, and select "Edit Email" to view the email's contents and technical specifications.



Currently, the default email for when you publish an email, listed as "Publish Notify", is currently not sending correctly. We are working with PKP to map this correctly.


Questions? Contact us at iusw@indiana.edu.

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